Template Data Protection Policies and Privacy Notices

Template Data Protection Policies and Privacy Notices for Schools.

Data Protection Policy

Each School must have a Data Protection Policy. Please find a template below. You should download the template, read and review it and revise the relevant highlighted sections. 

Please note: you will need to revise the Data Protection Policy depending on whether or not you have chosen to use EA as your Data Protection Officer (DPO). This is clearly explained in the actual Data Protection Policy template itself.

Appropriate Policy for Special Category and Criminal Offence Data

In the UK, the DPA 2018 sets out several conditions for the processing of special category or criminal conviction and offence data. To satisfy several of these conditions, organisations must have a policy document that details their procedures for complying with the principles in Article 5 of the UK GDPR and sets out their policies for retaining and erasing the special category / criminal conviction and offence data.

Each School must have an Appropriate Policy (for Special Categories of Personal Data and Criminal Offence Data) Please find a template below. You should download the template, read, review, and revise the relevant highlighted sections. 

Data Protection Statement

Where schools are collecting personal information through paper or electronic forms, a Data Protection Statement must be included. Below is a template statement which schools can use on data capture forms.

The Data Protection Statement informs people of the reasons why schools are collecting information and what the purpose is. It also directs people to where they can find further information in relation to schools’ privacy information.

Privacy Notices

Each school should have three Privacy Notices:

  • Privacy Notice - Pupils and Parents/Families/Carers/Legal Guardians
  • Privacy Notice - Teaching Staff
  • Privacy Notice - Non Teaching Staff

The Privacy Notice for Pupils and Parents/Families/Carers/Legal Guardians is standard across all schools and one template is provided below.  

The Privacy Notice for Teaching Staff and the Privacy Notice for Non Teaching Staff are specific to your school type. A template for each is provided below. Please download the two relevant Privacy Notices for your school type, read and review them and revise the relevant highlighted sections. 

Department of Education: Disposal of Records Schedule

The Department of Education’s disposal of records schedule which schools should follow can be accessed below.

Last updated: 13/11/2023